"Operations Coordinator, The McGraw Center and Executive Format Programs, Penn GSE"

Job Details

Operations Coordinator, The McGraw Center and Executive Format Programs, Penn GSE

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Operations Coordinator, The McGraw Center and Executive Format Programs, Penn GSE

Job Profile Title

Administrative Coordinator

Job Description Summary

The McGraw Center for Educational Leadership is developing a global community of learning leaders across all educating sectors, advancing how we anticipate, plan, and focus our practices to meet today's and future challenges. In partnership with Penn GSE's global network of leaders in higher education, corporate learning, and pre-K-12 schools, the McGraw Center for Educational Leadership is developing the tools, insights, and strategies to drive measurable improvements in the organizations you serve.

GSE's Executive Format Program Vice Dean oversees 8 programs that include: Doctorate in Higher Education Management Ed.D.; Mid-Career Doctoral Program in Educational Leadership Ed.D.; Chief Learning Officer Ed.D.; School Leadership M.S.Ed. and Principal Certification; Medical Education, M.S.Ed.; Education Entrepreneurship M.S.Ed.; School and Mental Health Counseling, M.S.Ed: and Global Higher Education Management.

Job Description

The McGraw Center and Executive Format Programs are seeking an Operations Coordinator. The Operations Coordinator will provide administrative oversight and support, budget management, data collection and analysis, and event planning for the two areas. The Operations Coordinator will also serve as a thought partner to explore creative ways to run programs and improve existing processes. The Operations Coordinator will be under dual supervision of the Executive Director for The McGraw Center for Educational Leadership, to be named, and the Vice Dean for Executive Format Programs, Dr. Laurie Hall.

This position is ideal for someone who is a self-starter and has a proven track record of working proactively and independently, as well as collaboratively.

This position is a non-exempt, hourly role paid weekly. Occasional nights and weekends will be required.

Key Responsibilities

• Administrative support for The McGraw Center: Serve as first point-of-contact for scheduling and event planning for The McGraw Center; Provide a wide range of administrative support to The McGraw Center and the Executive Director, including calendaring, scheduling, drafting and sending email communications, agenda preparation, meeting set-up, notetaking, mailing, photocopying, printing, managing spreadsheets, uploading materials, and answering inquiries; Arrange travel logistics for the Executive Director when needed.
• Administrative support for Executive Format Programs: Provide administrative support to Executive Education Programs and the Vice Dean, including calendaring, scheduling, drafting and sending email communications, agenda preparation, meeting set up, notetaking, mailing, photocopying, printing, managing spreadsheets, uploading materials, and answering inquiries; Collaborate with other Education Format staff and faculty when needed.
• Event planning for the McGraw Center: Manage event planning processes for The McGraw Center and, including reserving space, ordering catering, purchasing supplies, coordinating meeting set up with Facilities and technology needs with IT, organizing presentation materials, organizing registration, maintaining invitee lists, communicating with registrants and speakers, and creating fliers; Serve as event support when needed.
• Budget management for The McGraw Center and Executive Format Programs: Submit & reconcile purchases and reimbursements promptly on Concur; Submit purchase orders; Track department budget, log expenses, and provide regular budget updates to the HR team; Order items as needed; Assist in facilitating independent service provider agreements; Communicate frequently with the Business Office and vendors.
• Data collection and analysis for Executive Format Programs: Collect data on programs, consolidate data, and analyze data; Ensure data stays up-to-date; Report data to the Vice Dean.
• Additional duties as assigned

Qualifications

REQUIRED:

• A high school diploma/GED and 5-7 years of experience, or equivalent combination of education and experience.
• An eagerness to learn about the respective departments and to immerse themselves into the role
• Strong familiarity with Microsoft Outlook, Excel, Word, and PowerPoint
• A proven track record of communicating effectively

PREFERRED:

• At least three years of proven experience working in a strong administrative capacity
• Experience working in the education or non-profit sectors
• Experience using task management platforms
• Experience using purchasing and expensing platforms like Concur

Expected Base Salary: $52,000

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Graduate School of Education

Pay Range

$21.15 - $26.44 Hourly Rate

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements

Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

For details on benefits, visit: https://www.hr.upenn.edu/PennHR/benefits-pay